Import signed documents

Do you have signed documents stored in different places? You can collect all your signed documents in your Oneflow account.
Through the import signed document function, you have the option of collecting all documents in the document archive, which is an excellent way to make your Oneflow archive more complete and add lifecycles to documents created outside Oneflow. Besides manual import, it's also possible to import using AI for faster data extraction.

NOTE
An imported document goes directly to the signed state and is not something you send to a counterparty.

How to import documents

Manual import

1. Go to Documents.
2. Click on Import > upload your signed document.
3. Click on Import and the uploaded document will open automatically.

Import with AI Extract

Import using AI Extract is here! This new AI-powered feature helps you quickly extract key information from your documents, reducing manual work and saving time.

NOTE
This feature uses OpenAI technology to extracts key details like Participants, Contract Duration, and Sign Date when uploading a single document!

To enable AI Extract:

1. Go to Marketplace.
2. Click on the AI Extract card.
3. Click the Enable button.

How to Import with AI Extract

1. Go to Documents.
2. Click on Import > Select the AI Extract toggle and upload your signed document
3. Click on Import and the uploaded document will open automatically.

The extracted key details will be marked with an AI Extract label. You can adjust any of the extracted information if needed. 

INFORMATION
Allowed file types: PDF or TIFF.
Maximum size: Up to 50 MB

Specify document details

Now that you've uploaded the document, specify the required data below to proceed with signing. These details are automatically extracted if the import was done using AI Extract.

1. Select the Duration type (optional). Read more about duration here.
2. Add at least one counterparty and other participants on your side if necessary.

NOTE
The counterparty will not receive any notification when you add the participant to the document. This action is solely for your convenience, allowing you to search for the company/person later and locate the document in your account.

Mark the imported document as signed

1. Once you've added all necessary participants, click Save > Mark as signed.
2. Select the date it was signed to ensure you receive timely duration reminders (if a duration is specified), then click Mark as signed.

If the document was imported using AI Extract, a label will appear next to the extracted sign date when you mark the document as signed, and you’ll be able to edit the date if needed.

If the document title is left empty, it will be named after the counterparty and marked as signed with the Import tag.
If you've chosen a duration period this will be visible in the document archive.

INFORMATION	
When you import a document, you will automatically have the Organizer role. If you want to change yourself to a signatory, click your name in the participant list and select Signatory. 
With AI Extract, your user will still be added as the Organizer, but all participants, including yourself, will also be added as counterparties. You can adjust these roles/participants if needed.
An imported document cannot be modified after the import, so ensure to include all necessary information before importing.